Right information right time right place solving business challenges at greater dandenong
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“Right Information, Right Time, Right Place” Solving Business Challenges at Greater Dandenong. 26 May 2009 Adele Evans IT Projects & Strategy Co-ordinator City of Greater Dandenong. Profile. Located in South Eastern Melbourne 850 Employees networked across 6 major locations

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Right information right time right place solving business challenges at greater dandenong

“Right Information, Right Time, Right Place”Solving Business Challenges at Greater Dandenong

26 May 2009

Adele Evans

IT Projects & Strategy Co-ordinator

City of Greater Dandenong


Profile
Profile

  • Located in South Eastern Melbourne

  • 850 Employees networked across 6 major locations

  • 34 Business Unit

  • Over 650 PC’s


Records management overview
Records Management Overview

  • Team of 11

  • Hybrid System – Paper and Electronic (Recfind)

    • File Creation

    • Classification, registration and scanning

    • Archiving

    • Processing enquiries

    • Mail Management

    • File Retrievals and Searching

    • Records system training

    • Plan Scanning Bureau


Challenges
Challenges

  • Council Staff

    • Lack of understanding of records – What is a record?

    • Lack of use by staff of the EDMS

    • Dependence on Network drives for storage of documents

    • Duplication of documents

  • Records Management

    • Resource intensive - managing both hardcopy and electronic records

    • Discovery of documents in disparate repositories and formats

    • Increase staff confidence to manage documents


Purpose of edrms
Purpose of EDRMS

  • Capture electronic documents

  • Group “like” documents together

  • Search, retrieve, edit, track and distribute documents

  • Integration with other major systems

  • Protect documents/records from unauthorised access

  • Improve access to corporate documentation via a single corporate repository

  • Facilitate information sharing, collaboration and knowledge management

  • Manage Council documents and records in accordance with legislative obligations

  • Protect corporate documentation from potential loss/damage


Edrms requirements
EDRMS Requirements

  • Ease of use

  • Integration

  • VERS Compliant

  • Functionality

  • Finance/Cost


Selecting an edrms
Selecting an EDRMS

  • Development of Scoring Method

  • Evaluated Responses Against Requirements

  • Site Visits/Reference Checks

  • Due Diligence

  • Response to Additional Questions

  • Product Demonstrations


Implementation
Implementation

  • Stage 1 – Tender Process

  • Stage 2 - Selection Process

  • Stage 3 – Implementation preparation

  • Stage 4 – Project Initiation

  • Stage 5 – Implementation


What are we doing now
What are we doing now?

  • Installation and Build – Objective

  • Finalise BCS and Data Cleansing – CGD

  • Clean up Network Drives – CGD

  • Change Management for Records Team


Conclusion
Conclusion

  • Senior Executive Support

  • Common Vision

  • Solid Project Management Plan

  • Transparency and Collaboration

  • Confidence/Trust in Vendor



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